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Pros & Cons of Purchasing, Leasing or Renting Copier

Pros & Cons of Purchasing, Leasing or Renting Copier

Copiers are still in demand; especially in accounting, attorney and governmental offices. However, the decision to rent a copier, purchase or lease one boils down to a set of pros and cons that can help you make the best decision for your organization. Let’s take a closer look at each of these procurement options and better understand the pros and cons of each.

Rent Copiers

This is a perfect option for one day to less than 12 month rental period. Renting copiers is ideal for use at meetings and trade shows; accounting offices during tax season; law firms preparing for a trial; and governmental offices to archive documents for offline storage.


  • Rent for one day, one week or several months
  • Maintenance and supply fees are included in the rent
  • Can change copiers as your needs change


  • Can be the most expensive option
  • No tax write off for the equipment
  • Equipment may sit idle because of low demand (case ends early, budgets are approved on time, etc.)

Renting is a perfect short-term solution that offers the flexibility many companies may need.

Purchase Copiers

If your business produces fewer than 700 copies a month and needs continuous use of a desktop or mid-size copier, your organization is a prime candidate to purchase one. Here are the pros and cons of this alternative:


  • No interest charges or maintenance fees
  • No debt
  • Can keep the copier for many years


  • Must pay for copier, supplies and maintenance fees if it breaks down
  • Must resell the existing copier before purchasing a new one
  • As technology and company needs change, your organization may not be able to purchase a new copier because they have exhausted the budget in this area

A purchase decision makes sense if you are phasing out copying, using it very little or have the money to purchase a new copier every three to five years.

Lease Copiers

If your organization plans on having a copier for more than 12 months and is interested in buying it at the end of the contract term, a lease may be the best option.


  • Flexible terms, 12 to 36 months
  • Leasing reserves cash flow
  • Maintenance and supply fees are included in the lease


  • Difficult to break lease
  • Cannot move to new technology until lease expires
  • The shorter the lease, the more expensive the monthly payment

Overall, a lease decision is a viable option if your copier needs are known for the next one to three years and you do not foresee a big change in them.

Which Option is Best?

Whatever option makes sense for your business, consider how you will be using the copier and over what period of time. Let Hartford Technology Rental help you compare brands, rates and options in the rental and lease arena so you make the best choice for your business. We offer the most cost effective solution for your business, 24/7 technical support and onsite staff to man the copier if needed.

We offer desktop, mid-range and full-size copier rentals in the Washington DC, Chicago, New York and Los Angeles areas. Give us a call at 888.520.5667 to learn more!